Team Management

Manage who has access to your CapySays organization and what they can do. This page covers roles and permissions, inviting new members, handling join requests, and updating or removing existing members.

Roles and Permissions

CapySays uses three organization-level roles. Each role has a defined scope (organization-wide or branch-scoped) and a fixed set of capabilities.

Owner

Every organization has at least one Owner. The Owner role is assigned automatically to the person who created the organization.

• Scope: Organization-wide — not tied to a specific branch
• Permissions:
  • Edit or delete the organization
  • Manage billing and subscription
  • Create and delete branches
  • Invite members and manage all team roles
  • Manage all locations, devices, device screens, and activities across all branches
  • Approve or deny join requests
  • View the analytics dashboard
  • Export data
  • Review the audit log

There is no limit on the number of Owners an organization can have. When you promote a member to Owner, they gain full access to everything in the organization.

Manager

Managers are scoped to a single branch. They handle the day-to-day operations of their branch without access to organization-level settings.

• Scope: A specific branch assigned at invitation or promotion time
• Can:
  • Edit their assigned branch
  • Create, edit, and delete locations within their branch
  • Manage devices and configure device screens within their branch
  • Create, edit, and delete activities within their branch
  • Approve or deny join requests for their branch
  • Review the audit log
  • Edit their own profile
• Cannot:
  • Create or delete branches
  • Access the analytics dashboard
  • Manage billing
  • Export data
  • Delete the organization
  • Manage team members or send invitations

Staff

Staff is the lightest role. It is intended for front-line employees who may be associated with feedback submissions but do not manage any resources.

• Scope: Organization-wide (not branch-scoped)
• Can:
  • Edit their own profile
  • View their own feedback statistics (if enabled by an Owner)
• Cannot:
  • Manage any resources (branches, locations, devices, activities)
  • Access the analytics dashboard
  • Manage team members or billing

Inviting Team Members

Required role: Owner

1. Navigate to your organization and open the Team page.
2. Click Invite Member.
3. Enter the invitee's email address.
4. Select a role — Manager or Staff.
5. If you selected Manager, choose the branch they will manage.
6. Click Send Invitation.

CapySays sends an invitation email containing a unique link. The link is valid for 7 days.

When the invitee clicks the link, they are prompted to create an account (or log in if they already have one). Once they complete that step, they are automatically added to your organization with the role you assigned.

Tip: You can cancel a pending invitation before it is accepted. Find the invitation on the Team page and click Cancel. The link in the invitation email will immediately become invalid.

Join Requests (Staff Self-Service)

Staff members who created their own CapySays account can request to join your organization without needing a direct invitation. This flow requires that your organization has Discoverable enabled in organization settings.

How the flow works:

1. The staff member visits the Find Organization page and searches for your organization.
2. They select a branch and click Request to Join.
3. A join request is created with the status Pending.
4. The request appears on your Team page.
5. As Owner or Manager (for your own branch), you can Approve or Deny the request.
   • Approve: Creates the membership and links the person as a staff member. They are immediately active in the organization.
   • Deny: Marks the request as denied. The person is notified and can request again or contact you directly.

Denied requests are retained in the audit log for reference.

Managing Team Members

Required role: Owner

The Team page lists all active members of your organization, including their name, email address, role, branch assignment (for Managers), and join date.

Changing a Member's Role

Click the role badge or use the role dropdown next to a member's name to change their role. Changes take effect immediately — there is no confirmation step.

• Promoting a Staff member to Manager requires you to select a branch for them.
• Promoting any member to Owner grants them full organization access.
• Demoting an Owner removes their access to billing, analytics, and organization-level settings.

Note: You cannot demote yourself if you are the only Owner in the organization. Promote another member to Owner first.

Removing a Member

1. Click the Remove button next to the member's name.

2. A confirmation dialog appears.

3. You are asked: "Also remove all feedback associations for this person?"

   • Yes — Remove associations: All feedback submissions linked to this staff member will have the staff association cleared. The feedback data itself is preserved, but it will no longer be attributed to this person. This action is recorded in the audit log as a data purge.
   • No — Keep associations: The membership is deactivated but the person's historical feedback associations remain intact. Their name may still appear in past reports.

4. Confirm your choice. The membership and staff member record are set to inactive — they are not permanently deleted, so the data can be reviewed in the audit log.

The removed member loses access to the organization immediately. If they had a Manager role, their branch continues to operate normally.

Permissions Summary

Related Pages

• Account Management
• Organizations
• Audit Log
• Glossary